At the same time, FM must pave the way towards Net Zero targets. With so many competing priorities, it’s easy to lose sight of the bigger picture, with FM often excluded from the conversation on key workspace changes.
So, where do we begin? All workspace strategies impact FM, to bring efficiency to the workplace, FM needs to be included in any new conversations about it. A structured approach can be taken by focusing on three key areas: space optimisation, sustainable workspaces, and the role of facilities management.
Defining your real space needs
No organisation is immune to evolving workplace trends. Whether an organisation is returning to full-time office working, adopting a hybrid model, or embracing remote-first policies, they’ll need to reassess their space requirements; this is increasingly calling for utilisation studies, to provide organisations with robust data on space use. This isn’t a one-off exercise but an ongoing process that has far-reaching implications—covering leases, carbon footprint, and diversity, equity, and inclusion (DEI) considerations. The pre-pandemic “normal” has become outdated.
The key takeaway is that workspace planning must prioritise both functionality and employee experience to drive efficiency and productivity.
Cost-effective and responsible design
Rising costs, economic uncertainty, and fluctuating office attendance make creating a sustainable workplace a complex challenge. Whether led by internal teams or external consultants, this requires an honest conversation about strategy, budget, and actual needs.
The key to success is transparency—establishing where the organisation wants to be and ensuring the budget aligns with that vision.
Sustainable design starts with getting the right amount of space, but what comes next? How many organisations are incorporating circular economy principles into their workplaces? This extends beyond energy-efficient lighting and recycled materials; it includes adaptive reuse of office furniture, optimising natural light, and minimising energy consumption through smart systems.
Bringing in external expertise allows organisations to embrace creative solutions—moving beyond “thinking outside the box” to deliver genuine innovation in workplace design and functionality.
The role of FM in enabling workplace transformation
With workplace change comes a corresponding shift in FM requirements. Every change to the physical workplace has a direct impact on FM services—from cleaning schedules to asset maintenance. FM must remain adaptable and flexible.
One critical question to ask: Is your current FM contract flexible enough to support these changes? An increase in service demand is always welcomed by suppliers, but are they equally willing to scale back services when efficiency measures reduce the need for certain tasks?
Moreover, regulatory requirements evolve alongside the workplace. Health and Safety compliance is paramount, ensuring a safe working environment. FM professionals, whether in-house or outsourced, are responsible for creating and maintaining a healthy and efficient workspace. This includes temperature control, ventilation, lighting, hygiene, and general maintenance. These factors, once considered minor details, are now central to workplace efficiency.
A dynamic future for Facilities Management
FM teams play a crucial role as the “eyes and ears” of the workplace—whether they are technicians, engineers, or cleaning staff, they are often the first to identify issues and drive continuous improvements. The changing nature of work has led to a more dynamic and flexible approach to FM. By integrating space optimisation, sustainability, and proactive FM strategies, organisations can achieve greater efficiencies, improve employee wellbeing, and drive long-term cost savings. The workplace is no longer static—nor should Facilities Management be.
